Personal Assistant cum Head of Administration

Sunsuria; Sepang; On-site; MYR 60,000 - 80,000; Full time

Job summary

An international school is seeking a Personal Assistant cum Head of Administration to support the COO and manage the administration function. Candidates should have a strong background in administrative roles, ideally within educational or corporate environments, along with excellent language skills in Mandarin and English. The role requires a proactive and discreet approach to handling sensitive matters, with responsibilities including diary management, public relations, and organizational duties.

Qualifications

• Minimum 8-10 years of relevant experience, with 5-7 years in a PA/Executive Assistant role.
• Proven experience overseeing administrative functions or small teams.
• Mature, proactive, and highly discreet in handling sensitive matters.

Responsibilities

• Provide personal assistant support to the COO, including management of schedules and confidential correspondence.
• Oversee school administration functions ensuring efficient daily operations.
• Act as a point of contact for cross-departmental communication.

Skills

Fluent in Mandarin and English

Interpersonal skills

Organizational skills

Proactive and solution-oriented

Job description

Personal Assistant cum Head of Administration

Concord College Sepang is an international school committed to providing a holistic, values‑based education that nurtures academic excellence, character development, and global citizenship. Working closely with our leadership team, staff, parents, and external partners, the College strives to create a supportive, well‑governed, and student‑centred learning environment where both educators and learners can thrive.

About Concord College Sepang

Concord College Sepang is an international school committed to providing a holistic, values‑based education that nurtures academic excellence, character development, and global citizenship. Working closely with our leadership team, staff, parents, and external partners, the College strives to create a supportive, well‑governed, and student‑centred learning environment where both educators and learners can thrive.

Job Description

The Personal Assistant cum Head of Administration plays a key role in supporting the Chief Operating Officer (COO) and ensuring the smooth and effective administration of the College. This position requires a high level of professionalism, discretion, and collaboration, with a strong understanding of the education environment.

Key Responsibilities

• Provide comprehensive personal assistant support to the COO, including diary and schedule management, meeting coordination, preparation of documents, minute‑taking, follow‑ups on action items, and handling confidential correspondence.
• Oversee and manage the Administration function to ensure smooth and efficient day‑to‑day school operations.
• Act as a central point of contact for cross‑departmental coordination, ensuring effective communication and timely follow‑through.
• Support governance, documentation, reporting, and compliance matters, including requirements related to regulatory bodies and the Ministry of Education (MoE).
• Supervise, guide, and support administrative staff; continuously improve administrative processes and systems.
• Liaise with HQ, school leadership, teaching teams, parents, and external stakeholders in a professional and service‑oriented manner.
• Support the planning and coordination of school meetings, projects, events, workshops, and official visits.
• Monitor deadlines and follow up on decisions and action items arising from meetings.
• Assist with budget tracking, expenditure monitoring, and basic financial reporting for administrative functions.

Requirements

• Minimum 8-10 years of relevant working experience, with at least 5-7 years in a Personal Assistant / Executive Assistant role supporting senior management.
• Proven experience overseeing or leading administrative functions, office operations, or small admin teams.
• Prior experience in an education, institutional, or structured corporate environment is an added advantage.
• Fluent in Mandarin and English; articulate in Bahasa Malaysia.
• Mature, firm yet approachable, proactive, solution‑oriented, and highly discreet in handling sensitive matters.
• Strong organizational, multitasking, interpersonal, and communication skills.
• Able to work independently, exercise sound judgement, and collaborate effectively with diverse stakeholders.